Questions that bother exhibitors BY BARRY SISKIND
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’m lucky in many ways. Each year I get to meet thousands of people live or on the Internet. What they all have in common is their desire to get more from their exhibit investment. When I’m asked questions I keep them in a file and every once an awhile I get a chance to clean the file out and start over again. Here are four recurring questions I’ve been asked many times during the past year. I hope some of these answers are helpful. Q. I’m confused about the terms trade show and trade fair. Is there a difference? A. The term trade show is primarily North American and trade fairs are European and Asian. The further away from home that you exhibit the greater the diversity of the language used to describe the same thing; booths versus stands; show promoters versus show managers. Don’t let the jargon confuse you but before you participate in a trade fair in a new country or culture asking questions as simple as this one is the best strategy. Q. How do I measure my performance at a trade show when I don’t sell anything? We are just trying to create awareness. A. Measuring intangibles is not only possible it is crucial. There is no point investing in your exhibit program if you have no idea if it is moving your organization forward. So, using awareness as your objective here are three steps to quantifying it; 1. Ask yourself what does awareness mean? What do you want your customers and the industry to know about your organization? If you can condense this into two or three messages that clearly articulate what you are all about and how you are different from the competition all the better. 2. Who is the best person to convey these messages to? Don’t assume that everyone wants or cares to hear your messages. The trick is to create a profile of your best candidate. 3. Before your show you can now articulate your objective as the number of people who fit your profile that you can realistically talk to during the show and be able to pass along your key messages. 4. One final step – test. You need to know whether people that you speak to get the message. You can conduct surveys, look for increases in web-traffic or post cal phone calls.
gifts that they can take home for their kids.) Then make sure it fits into your budget and finally that your staff understands how to give the promotional product real value. This doesn’t happen when they are displayed on tables or counter for everyone to take. What is the best technique? Hide them and bring them out with a thank you when the conversation is drawing to a close. Q. If I choose to drop out of a show will my absence be conspicuous and cast a negative impression? A. If the show is no longer performing to your standards and you have done everything to try to improve it and it hasn’t worked then perhaps its time to look elsewhere to invest your exhibit dollars. If you choose to drop a show from your busy schedule that does not mean that you stop market9ing. As long as you remain visible to your customers through sponsorships, advertising or other high profile shows the fear of creating a negative impression should be lessened. If you have any questions about your exhibit marketing program let me know and I will get back to you promptly. ••• Barry Siskind is North America’ foremost trade and consumer show expert. Visit his Web site: www.siskindtraining.com or e-mail him at: barry@siskindtraining.com.
Q. What is the best give-away you have seen? A. Looking for the best is like asking who the perfect partner is. What works for one organization is different for another. The trick is to keep your eyes open and look for interesting articles that your customers will find useful (this precludes November ’08
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THE CANADIAN EDITION
In this Issue
8 Sleepless
> Most planners want to make a contribution
Recognizing your employees “There’s absolutely no limit to what plain, ordinary people can accomplish if they are given the opportunity, encouragement and incentive to do their best.” Sam Walton, founder, Wal-Mart The first step in employee recognition is recognizing that it should be done. If you don’t have time to handle it yourself then hire someone, but do it. Recognition is the most powerful strategy to achieve better business results and retain employees. As life gets faster and we all work harder, employee recognition is a must - in fact it’s more important than ever. Getting everyone together and recognizing those that have gone above and beyond the call of duty in a formal celebration, is inspirational and motivational. During the coming months we will all be called upon to do more, so bank employee goodwill by showing them you care. Remember Maslow and his hierarchy of needs (physiology, safety and security, love and belonging, and esteem and self-actualization)? Well it’s alive and well! And you, as a boss, owner, and manager would do well to remember it, especially the last two. Get that team motivated, go ahead and give them that public “well done” and let’s celebrate it. Create an experience that bonds employees to the organization and builds commitment. Anyway, all that to say that this month our focus is on giving and galas as both are very a propos at this time of the year. Sharon Worsley has written on giving and Jyl Ashton Cunningham is telling us about the uses for galas, from fundraisers to award banquets. And as usual we also have articles from a wealth of industry leaders. — Leo Gervais
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that exceeds their normal workday, but the key question is what and how to balance it with paying duties. Kathie Madden had a dilemma to solve and shared it with us.
9 Galas
> The goal of a gala may be anything from employee recognition, fundraising, presenting awards or raising awareness for a worthy cause. However, they do require a lot of planning so our Jyl-Ashton Cunningham explains how to go about it the right way.
12 Glasgow, Scotland
> It might be off your radar for meeting events, but Glasgow has lots to offer the intrepid planner looking for a city with a difference, as this educational article reveals.
14 Seven steps
> This month, longtime columnist Stacey Hanke provides Seven Survival Steps to help you survive and even prosper during these tough economic times.
20 Inspiring others
> Some of us question how we could ever make a difference in this world, and believe that we have nothing to offer, yet what we can offer but can brighten or support someone else’s day beyond measure.
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The Planner is a monthly publication distributed to professional meeting and event planners across Canada. M ANAGING E DITOR
A SSOCIATE E DITORS G RAPHIC A RTIST S ALES C IRCULATION EXECUTIVE
ASSISTANT
C ONTRIBUTORS
Leo Gervais lgervais@theplanner.ca Camille Lay clay@theplanner.ca Jyl Ashton Cunningham jashton@theplanner.ca Matt Riopel James Paulson jpaulson@theplanner.ca Tania Joanis, Patricia Lemus Debbie Barlow Stacey Hanke, Kathie Madden, Barry Siskind, Sharon Worsley
Poste-publication No. 40934013 Colour printer: Litho Express, (514) 816-3865, www.lithoexpress.ca 2105 de la Montagne, suite 100 Montreal, Quebec H3G 1Z8 Telephone: (514) 849-6841 ext. 315 Fax: (514) 284-2282 Cover: Teatro Municipal in Rio de Janeiro, in Brazil.
The Planner uses 30% recycled post-consumer paper. 6
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November ’08
A cellphone breathalyzer? Canadians lack hygiene, survey says Mom always told us to do it. But like then, we don’t always listen to the wisdom of her words. Canadians apparently lag behind other developed countries in their commitment to basic hygiene, such as washing their hands, according to a recent report from the Health & Hygiene Council report. The council said an international survey on hygiene practices shows 90% of Canadians know handwashing is important, but only 37% of Canadian children and 44% of adults wash before eating. The same survey said 80% of parents in Malaysia, 79% in India and 76% in Italy reported their children washed their hands before meals. The Council is calling for greater awareness of how to protect against health threats. Dr. Donald Lowe, chairman of the council and chief microbiologist at Toronto’s Mount Sinai Hospital, said handwashing and surface disinfection are two key areas that need greater attention. He said 15 seconds of handwashing with soap and water is still best for visible dirt, but alcohol-based hand rubs are better to use on hands that are not visibly soiled. The international survey talked to 10,000 people in 10 countries, including Canada.
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Keys Please, a designated driver service based in Calgary, advises the potentially impaired to try “the latest in Breathalyzer technology: your cell phone” in a campaign created by Rethink Communications of Vancouver. The campaign uses posters, coasters and table tents in more than 100 taverns in Western Canada to advise drinkers to call a toll-free number, then blow into the phone’s microphone. Those expecting results will be disappointed by the voice telling them, “If you thought this would work, you’re probably drunk out of your mind and may require a designated driver.” On the Web: www.keysplease.net
BA offers flight training Now here’s a very unique event idea: British Airways is offering flight training (all supported by British Airways pilots and instructors) combined with full banqueting facilities, private function rooms and plenty of free on-site car parking for your tailor-made event. Events can be individually designed or chosen from: corporate and entertainment hospitality, staff incentive and rewards, team bonding/building or away days combining company conference with fun activities and entertainment. Sounds like a cool idea to us…
On the Web: www.ebaft.com If you have items for our F.Y.I section, please email them to us at info@theplanner.ca.
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Sleepless in Vancouver... BY KATHIE MADDEN
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t is November and there are no idle moments if you are an event professional. It is that time of year that a whacky madness hits all of us as we deal with multiple critical paths, seasonal staffing issues, constantly changing production schedules, and serious budget pinching. I am not thinking about the current state of the nation or predicting the doom of the economic downturn in our industry. Instead, I am contemplating my guilt after trampling the dreams of a high school student council president who recently contacted me. Proposing to hire me to produce a spectacular senior dance unlike anything the school has ever seen (on the busiest day of the Christmas season); she offers me $500 for my decorating budget and fee! I enjoy working with students; they are energetic, creative, and committed even if they are occasionally out of sync with the huge gap separating vision from reality. Heck, in the event business I sometimes fall through that chasm! Wisdom comes with time and experience but what is tugging at me most is that this young woman told me I was the only event planner that would talk to them or respond to their request. From a practical business point of view, it is ludicrous for me to even consider this job – I can ill afford the time and quickly point out that the rate for my services would not be met and that would leave nothing for the décor budget. Explaining all of this left a much-thwarted student at the other end of the conversation, and as for the event planner, I did not sleep wondering what more I could do. I am saddened that no one in my industry took these students seriously enough to respond, nor felt any obligation to help them in anyway. I drafted up a list of low budget ideas that the students could work on, gave them a list of addresses and vendors to buy from and felt better knowing that at least I helped somewhat.
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In return, I received the kindest email thanking me for my time and efforts and especially that I was willing to talk with them. Guilt stirred in me and I tossed and turned in bed every night arguing with myself that I do not have the time, this job would not meet my financial plans, it is preposterous to do this dance for free, I want my name attached to an event that is fabulous, and there is no chance of repeat business blah, blah, blah. After a week of sleeplessness, I came to the magnanimous realization that I am ashamed of myself for reacting merely from a business point of view. There is more to me than my desire to be successful in the business world. It is an enormous task to create balance in our lives and although most of us manage to show our better sides during the Christmas season, it doesn’t necessarily balance us out. It was a good reminder to me that while I focus strategically in business, I must do so as an individual as well. Night after night I lay away wondering what I could possibly do with this budget. Surprisingly I found some valuable deliverables: 1. Modeling how to be a considerate professional. 2. Knowledge and significance of budgeting skills. 3. Work ethic and the difference between desire and learning to scavenge for it. 4. Teamwork, strategy and communication. 5. Dreams can come true. Call me a bleeding heart but I felt an obligation to these kids even though I don’t know any of them. As this goes to print I have engaged the talents of another event professional, and together we are going to surprise the students by agreeing to take this project and produce a truly spectacular event that will far surpass what they envisioned. Now, I can sleep better. Kathie Madden is a Delta-based event planner and is involved in the sales of promotional items. She can be reached at kmevents@telus.net or via her website at: www.kathiemaddenevents.com
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Class, chic and character... galas have it all BY JYL ASHTON CUNNINGHAM, CMP
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lanning a gala is one of the most interesting and fun aspects of event management. The word gala itself conjures up all kinds of interesting visions of beautiful ball gowns, fabulous table settings, top class entertainment and an overall sense of opulence and elegance. The goal of a gala may be anything from employee recognition, fundraising, presenting awards or raising awareness for a worthy cause. Fundraising galas are particularly challenging as competition is fierce, especially during times of recession and the next year is going to be extremely difficult for gala planners, as pockets become less deep and resources thinner on the ground. So how do you make your gala stand out from the rest as a spectacular and memorable event that will rise above the economic uncertainty of 2009? A few carefully orchestrated steps in the initial planning process will help.
CREATE AN ONGOING THEME.
repeat events. Simply change up critical elements of the theme each year to generate excitement, rouse the senses and create anticipation as to how the event will look, sound, feel and taste.
NURTURE SPONSORS. Even if the event is not a fundraiser, sponsorship is important to help offset costs. Create a concise sponsorship package that will be distributed at least six months ahead of the event, to allow for budget forecasts and the financial year-end of the intended sponsor. Develop relationships with high level and prominent sponsors, offering multi-year opportunities for sustainability, with the maximum return on investment possible. Always follow through on promises made to sponsors, especially in terms of publicity and acknowledgement. Consider an event within the event for VIPs, perhaps a sumptuous dinner before the gala starts, or an after-party in a separate room, Oscar-style. This is preferable to singling out VIPs during the event itself, when everyone should be treated with equal importance.
Theming is like branding and by marketing the event with the same basic theme each year, the target audience has been shown to be more receptive to sponsoring or participating in
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Websites of
MPI The proper meetings way to fold an
interest
Tip20! www.tip20.com Is self-described as the Internet’s number one resource for service industry information, tipping practices and industry standards. There is tons of excellent information on tipping including how to tip, who to tip, why it is important and much more.
Original Tipping Page www.tipping.org Not as comprehensive as Tip20! but still an excellent resource for those interested in the practice and how to do it well.
ANSWER EASY SUDOKU FROM PAGE 17
ANSWER MEDIUM SUDOKU FROM PAGE 17
••• If you have a website that you think might interest planners, please send it to lgervais@theplanner.ca
The following are some upcoming MPI chapter meetings in Canada. Why not drop in? See websites for more info:
American flag
BC Chapter, Dec. 10 www.mpibcchapter.com Greater Calgary Chapter, Jan. 15, 2009 www.mpigcc.com Manitoba Chapter, Dec. 2 www.mpiweb.mb.ca Toronto Chapter, Dec. 4 www.mpitoronto.org Ottawa Chapter, Dec. 11 www.mpiottawa.ca Montreal Chapter, Dec. 15 www.mpimontreal.com Atlantic Canada Chapter, Dec. 4 www.mpiweb.mb.ca
December 25 – Christmas December 26 – Boxing Day January 1 – New Year’s Day January 9-11, 2009 Association for Convention Operations Management, Annual Conference, Westin New Orleans. Contact : www.acomonline.org
December 2-4, 2008 European Incentive & Business Travel Meetings, EIBTM Exhibition, Fira Gran Via, Montjuic 2, Barcelona, Spain. Contact : www.eibtm.com. December 5-8, 2008 Society of Incentive & Travel Executives, International Conference, Fairmont Le Montreux Palace, MontreuxVevey, Switzerland. Contact : http://www.site-intl.org
January 27-14, 2009 Religious Conference Management Association, World Conference, Devos Place Convention Center, Grand Rapids, Mich. Contact : www.pcma.org •••
December 8-11, 2008 International Luxury Travel Market 2008, Palais de Festivals et des Congres, Cannes, France. Contact : www.iltm.net. 10
January 11-14, 2009 Professional Convention Management Association, Annual Meeting, Ernest N. Memorial Convention Centre, New Orleans. Contact : www.pcma.org
If you have an event you would like us to consider listing, please send it via e-mail to: info@theplanner.ca.
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Survey shows getting there quickly Congratulations! Tourism revenue very important for most travelers Leading global market research firm Synovate has released global survey results on airline travel showing 56% of people choose ‘getting there quickly and easily’ as the best thing about air travel and, once on board, three quarters would like to be able to change seats if they were unhappy with their allocation. Synovate spoke with more than 10,000 respondents in 13 markets across the world to find all about whether air travel was pleasure or pain, the impact of fuel costs and surcharges, easy-on-theeye flight attendants, the frustrations of sitting near other people’s children and chatty fellow passengers.
TIME IS MONEY Synovate quizzed Canadians who have travelled by air about the one thing they best like about being on a plane. For the majority, it’s just about getting from point A to point B, with 76%
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saying, “It’s fast and it gets me where I need to be quickly” as the thing they most like about air travel. The highest score for this attribute was from people in the United States (US), with 84%. Rob Myers, Managing Director of Synovate Canada, said “In our society time is money and flying is definitely the most efficient way to travel around our large country. Pretty much everything else you do on a plane can be done without being confined in a metal tube 10,000 feet above the ground.” Other air travel findings during these difficult economic times: · 14% of Canadian air travellers say they will put their travel plans on hold · 10% will consider alternative modes of transportation for travel instead of flying More information about this study can be found at the following website: http://www.synovate.com/insights/infact/iss ues/200809/
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increases Planners who planned meetings in Canada should pat themselves on the back: Statistics Canada reported recently that tourism in this country generated nearly $20 billion in revenue for all levels of government in Canada last year, up 4.3 percent from a year earlier despite a drop in visits and spending by by foreign tourists and the first half-point cut in the GST, which cut into federal tourism revenues. Domestic tourism was the reason for the gain, as revenues from spending by international visitors (primarily Americans) was down. The strength of the Canadian dollar, soaring gasoline prices and increased security at the Canada-U.S. border all contributed to the downturn in visits from our southern neighbours.
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Glasgow is a city of surprises BY JYL ASHTON CUNNINGHAM, CMP
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nyone who has ever visited Scotland takes away fond memories of the unbelievable hospitality, the friendly people and their somewhat irreverent sense of humour. Glasgow is no exception and in recent years the city has become an increasingly popular destination for meetings and incentives. With the highly publicized Homecoming Scotland (on the Web: www.homecomingscotland2009.com), scheduled to take place throughout 2009, it will be hard to ignore Glasgow as the city becomes a destination force to be reckoned with. The site www.conventionscotland.com should be the first place a planner visits when considering an incentive or conference in the city. It is a fantastic resource, full of valuable information and supplier contacts. Glasgow is reputed to be second to London for shopping and has a myriad of impressive art collections and museums, including The Burrell Collection, Kelvingrove and several buildings by the renowned Charles Rennie Mackintosh including the Glasgow School of Art. Downtown Glasgow is a wonderful mixture of eclectic public and private architecture spanning hundreds of years. The City is divided by the River Clyde, formerly home to one of the biggest ship building industries in the world. While ships are still manufactured in the port, the river banks have been largely developed to house elegant condominiums, hotels and entertainment venues. Whether your choice is an historical stately home, a converted church or a state of the art facility, Glasgow has something for every taste and budget. Exciting plans are in place for Glasgow. The Scottish Exhibition & Conference Centre (SECC), situated on the banks of the Clyde, is planning to extend their already impressive event space, with a huge stadium to be built in time for the
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2014 Commonwealth Games. The stadium will be equipped to house sports events, concerts and other large gatherings and will be a great asset to the SECC and the area in general. It’s hard to miss the SECC, which was affectionately christened “The Armadillo” by Glaswegians as soon as it was unveiled. A casino property is also in the works and although the casino will not have its own hotel, it will be adjacent to the Crowne Plaza and the City Inn. On a recent visit to Glasgow, we uncovered some hidden gems that deserve a mention. The Hotel du Vin at One Devonshire Gardens in the fashionable west end, is a luxury boutique hotel housed in a terrace of stone houses which have gradually been purchased to expand the hotel as they came up for sale. The property now houses almost 50 beautiful bedrooms and suites. The atmosphere is comparable to a private gentlemen’s club and formal attire is required for the restaurant. House for an Art Lover is definitely worth a visit. Designed in 1901 by Charles Rennie Mackintosh for a competition that he was disqualified from, the concept was never actually realized during his lifetime. Architects and designers took the original designs and created the house, including some features and contents that were not in the original specs, and the house is now one of the most sought after venues for weddings and special events. Our base for the Glasgow trip was The Radisson SAS Hotel, Glasgow's newest 5 - star hotel situated a short walk away from Buchanan Street, (Glasgow’s shopping paradise) and just steps away from Central Station,. The hotel has 250 contemporary and elegant bedrooms, two restaurants, three bars and 17 meeting rooms with an open concept communal area for breaks and receptions. The food is exceptional and the staff are friendly yet professional, with service being polished throughout the stay.
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Scotland is, of course, a golfer’s dream OUT OF TOWN Glasgow is only a short drive from the west coast of Scotland, and the Isle of Arran is an hour’s ferry ride, making a pleasant day trip for incentives. The island is home to Brodick Castle and the beautiful ferry port of Brodick, as well as some excellent walking and cycling routes. Arran is home to the Lochranza Distillery, a sought-after single malt and blended selection of excellence. The distillery offers daily tours and events may be held there. An alternative to driving up Arran from Brodick is to drive up the west coast of the mainland to Ardrossan and take a short and breathtaking ferry ride to the north coast of Arran. Mar Hall is considered to be one of Scotland's premier luxury hotels. Converted from a stately home, it is a step back in time to when lavish balls and fêtes were organized by the owners. Situated about 20 minutes from Glasgow, no expense was spared to refurbish this beautiful property and it remains one of the most popular wedding venues for local and overseas couples. North Americans will recognize the Aveda brand in the fabulous spa. In 2009 the venue is opening an 18 hole golf course, which will give any expert golfers a run for their money. For an golf-lovers incentive, the famous Turnberry property is un-matched in terms of luxury accommodations, with three challenging courses, Ailsa, Arran and Kintyre and the impressive Colin Montgomerie Golf Academy. Currently closed for
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renovation, the property is reopening in the summer of 2009. When visited, it was hard to see where the renovations were needed. The bedrooms were gorgeous, high ceilings and heavy traditional drapes and soft furnishings. The only challenge was finding a place to plug in a hairdryer close to a mirror! The views from the restaurant are spectacular, of the Isle of Arran and Ailsa Craig - a forbidding rock that can completely disappear during inclement weather – we never saw it due to a heavy mist, although it is just off the coast. There are so many other beautiful venues, both indoor and out, in Glasgow and the surrounding region, that it is impossible to mention them all. However one thing is certain, one visit is not enough. I have been there a few times and continue to be pleasantly surprised as I uncover new hidden gems each visit. Glasgow has something for every taste, budget and interest, but don’t take my word for it, go and see for yourself. You can be sure of a friendly and warm welcome. How to get there: Air Transat (year round) and Globespan (seasonal May – October) both operate direct flights between major Canadian cities and Glasgow, otherwise the transfer is from London via British Airways or Air Canada. The direct flight is about 7.5 hours. Weather is changeable, glorious when the sun shines, take an umbrella or rainwear. Best time of year weatherwise to visit is the spring (April and May).
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Survival steps you need to know BY STACEY HANKE
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uring tough times, over-communicating is critical. Without it, employees’ motivation decreases, performance suffers and you have a lot of people walking around making guesses of what is or is not real. Tough times absolutely require communication that is clear, concise, to the point and relevant. The following Seven Survival Steps will be critical to the way you communicate to avoid miscommunication. These skills and techniques will motivate, provide encouragement and influence your listeners to take action.
1. PRE-PLAN Take five minutes to pre-plan what you want to say. Use bullet points so that you can quickly refer to your plan and stay on track. Be clear about the purpose of your message and what you are specifically asking your listener to do. You will influence your listeners to take action ONLY when your specific action step is measurable and quantifiable. Benefits • Guarantees you do not miss anything. How many times have you left a meeting and said to yourself, “I wish I would have said …” or “I wish I wouldn’t have said …” • Saves you time so that you do not need to have the same conversation again. • You now have documentation of your conversation and what your listener has agreed to if your intent was to influence action. ◊◊◊
2. PAUSE Stop rambling, speak in shorter sentences and pause at the end of your sentences, in between your thoughts or to emphasize a point. We tend to say way too much, which confuses our listener. As a result they hear a different message than what we intended. Communicating messages during tough times does not leave room for misunderstanding. Benefits • Allows you to prioritize your thoughts, think on your feet and avoid rambling. • Gives your listener a chance to hear and understand your message. • Invites your listener to share the conversation with you. You will be able to adjust your message based on their needs 14
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and expectations. • Allows you to collect your thoughts and breathe to r-e-la-x. Pausing helps you gain control of your message and appear confident and knowledgeable. • Time is precious for everyone! When you pause you are able to communicate more information in less time because you are saying fewer words and giving yourself permission to think on your feet. This prevents you from rambling and wasting your listener’s time. ◊◊◊
3. MAKE EYE CONNECTION Look at your listener(s) when you are talking to them. I know what you are thinking: “I do.” The majority of individuals I work with frequently look away during their conversations. When speaking to two or more people, complete one sentence or thought per person. Only speak when you are connecting with your listener’s eyes. Avoid the temptation to speak to your notes, your listener’s shoulders or the top of their head, your PowerPoint slides or your laptop. When speaking in a one-to-one situation, you will tend to connect with your listeners longer than with a group. To avoid a discomforting stare, give your eyes and your listener’s eyes a break by looking away periodically. You may want to refer to your notes, visuals, sales aids, etc. If you cannot look at your listener when you talk, how do you expect them to trust and believe what you are saying? Benefits • Creates trust. • Allows you to stay focused and on track with your message. • Engages your listener. • You are able to read your listener. Their body language tells you how your message is being received and identifies when they have objections. ◊◊◊
4. INVITE INTERACTION Ask your listener questions to guarantee that they understand your message, and that you are communicating a message that meets THEIR needs and objectives. You will influence your listener to take action when they feel they have a say in the conversation and their ideas have value. Benefits • You can provide your listener with clarification to avoid misunderstanding. • Interaction provides you with clarification.
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During tough times we need to polish these skills • Creates two-way conversation. You and your listener have a better understanding of each other’s objectives and expectations and what is the best solution or strategy. ◊◊◊
5. MANAGE GESTURES Avoid fidgeting with your pen, fingers, rings, etc. Use gestures that have purpose and emphasize your message. Expand your arms from your sides to avoid “talking with your hands.” Benefits • Gestures add emphasis and impact to your message. Our words alone are not memorable. You ARE the message. Bring your message to life by creating a visual for your listener. • Your message will be more memorable. • Gestures increase the amount of information your listener remembers and helps influence them to take action. When the heat is on, gestures help you channel your adrenaline and nervous energy. Help you add energy and inflection to your voice. ◊◊◊
6. BE CONSISTENT Be careful! Does your body language say one thing and your words say another? Are you relaying one message to one individual and two seconds later it sounds different when you communicate the message to someone else? We are unaware of what our listeners see and hear when we communicate. You cannot afford to take this risk. Pay attention to what your body language communicates. Does your posture communicate confidence or uncertainty? Do you walk into every room like you belong there? Do you walk with purpose or with fear? Are you prepared or are you winging it again? November ’08
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Benefits You do not need to put out the fires you created because your messages were inconsistent. Your listeners perceive you as credible, confident, knowledgeable and someone they want to follow. ◊◊◊
7. ASK FOR FEEDBACK If you REALLY want to apply the above skills and techniques you MUST ask for feedback. I am not talking about feedback that sounds like, “Nice job.” “You did well.” “It sounded good.” This type of feedback will get you nowhere in life and will have a negative impact on your development. Before a meeting or a face-to-face conversation, ask a trustworthy peer who you know will be honest and direct. Solicit precise feedback with a description of a specific behavior. For example, ask your peer, “What behavior did I display that conveyed confidence, credibility or knowledge?” Immediately following a message you have delivered, take five minutes to give yourself feedback. On a piece of paper create two vertical columns. Title the first column “What worked?” and the second column “What didn’t work?” Identify three to four areas of improvement versus listing ten. THE
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Then list the action steps you can take that will guarantee improvement and the action steps you can take today. Your action steps need to be specific, measurable, attainable, relevant and timely if you want to accomplish them. Benefits • Tough times require everyone to communicate more often. As a result, you are more visible and your ability to communicate is seen and heard by everyone. How do you want to be perceived? If your office is slow due to cutbacks, now is the time to polish these skills so that you are ready when your schedule gets busy again. If your business is experiencing challenges and chaos, you cannot afford to not polish your communication skills. Time, clarity and precision are crucial and the way you communicate will positively or negatively impact these three key elements. Stacey Hanke is an executive consultant, author, coach and speaker with 1st Impression Consulting, Inc. in Chicago, Ill. Contact her at: stacey.hanke@1stimpressionconsulting.com or (773) 209-5970.
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HOTEL OMNI MONT-ROYAL TO STAY OPEN
MANDARIN OPENS IN BEANTOWN The 148-room Mandarin Oriental Boston opened recently in the city’s Back Bay neighbourhood. The hotel has 10,000 sq. ft. of meeting space, including a 4,200-square-foot ballroom, a 16,000 sq. ft. spa and a fitness center for discerning clients. The luxury hotel has two restaurants, Asana and M Bar & Lounge, in addition to L’Espalier and Sel de la Terre, two noted Boston establishments that have relocated adjacent to the hotel. On the Web: www.mandarinoriental.com/boston
HILTON GARDEN INN USES PLAYSTATION PORTABLE TO TRAIN EMPLOYEES Imagine a manager of a hotel catching an employee using a Sony PlayStation during work hours, and commending them for doing it? The Hilton Garden Inn recently announced that it will become the world’s first hotel brand to offer an intensive, interactive training program designed and created specifically for use on Sony’s PlayStation Portable® system (PSP). The award-winning mid-priced hotel brand with locations throughout North America and Europe will establish itself as a leader in employee training withe the interactive gamebased technology called Ultimate Team Play, representing their ongoing commitment to guests. The goal of the game is to show hotel team members how their actions have an impact on the hotel and on the guest’s mood which in turn drives brand satisfaction and loyalty. On the Web: http://hiltongardeninn1.hilton.com
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In a surprise move, the Hotel Omni Mont-Royal will remain open. The hotel was slated to close its doors but an eleventh hour reprieve occured when concessions were made by the workers’ union at the end of October. The hotel is also rumoured to be planning $25 million in renovations for the hotel. Management at the Montreal hotel could not confirm any renovation details or say what concessions had been made by the union, and the Omni head office in Irving, Texas was not immediately available for comment. On the Web: www.omnihotels.com
HYATT REGENCY TO DEBUT IN TORONTO The new 394-room Hyatt Regency Toronto on King Street will open in January, 2009. Fornerly the Holiday Inn, located in the city’s entertainment district, has been undergoing a multimillion dollar renovation that includes entirely new guestrooms, lobby and meeting space. The hotel will also be unveiling a new contemporary restaurant concept and a dramatic lobby level wine bar. On the Web: http://torontoregency.hyatt.com
A NEW SIX STAR RATING SYTEM UNVEILED What’s in a rating? Plenty, and when you offer six stars, venues will certainly be lining up to get one. ProfessionalTravelGuide.com recently unveiled its six-star rating system, which is sure to shake up the hotel industry that is accustomed to the industry’s Five Star Rating System, the Star Service, which is owned and operated by ProfessionalTravelGuide.com. Star Service developed the star ratings in 1939 which is widely considered the industry standard and used extensively throughout the travel industry. The Six Star ratings are based on 1,700 criteria and will be awarded to hotels that are truly the most discerning in the world. The Six Star Rating will also be given to certain airlines that meet criteria in first-class, business and coach. On the Web: www.professionaltravelguide.com
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Sudoku
Sponsored by the Centre Mont-Royal Fill each square with a number from 1 to 9 so that every number appears only once in each row, column and cell.
SOME SUDOKU RESOURCES ON THE WEB: • www.websudoku.com •www.sudoweb.com •www.dailysudoku.com •www.sudokupuzz.com
LEVEL: EASY
LEVEL: INTERMEDIATE
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Solution, page 10
Solution, page 10
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Make the first meeting very informal CONTINUED FROM PAGE 9 There are innumerable tasks that go into creating and executing a successful and revenue-generating event, all of which should be outlined, detailed and coordinated by the planner.
Getting Started THE COMMITTEE Selecting a gala committee is the first step in the organization process and getting it right will guarantee success. The worst mistake any planner can make is to try to take on all of the above tasks alone, no matter how experienced they are in gala planning. The entire committee will normally make decisions on the venue, theme and overall ambiance of the evening and it is the planner's job to make the decision-making process seamless. Having a committee in place and delegating specific tasks to a team of minimum two committee members per task (committee members are notorious for backing down as other commitments ensue over time), ensures sustainability and a healthy mixture of ideas. It is not always easy working with a committee as many strong personalities are usually involved. Patience and people skills are definitely qualities that will be put to the test during the planning process.
TRY TO HAVE THE FOLLOWING SKILL SETS ON GALA COMMITTEES: An extremely well connected Chair, whose role is to keep everyone motivated, on target and engaged, while at the same time using their prominent role in the community to raise the bar on sponsorship and attendance. At least two people to source sponsorship if applicable, preferably more. These people should have a sales background, with experience and skill in persuading potential sponsors and donors to support the event by parting with cash and gifts/services in kind. 18
Two people with a sound knowledge of food, who can work with the caterer(s) to create the perfect menu to complement the event. Note: If a food tasting is required, limit the participants to four max. Anymore just becomes a free-for-all as everyone has their say and could be counter-productive and time consuming. Two designers or people with a flair for design, who will work with the selected decorator to enhance the chosen theme. Two people who have experience sourcing entertainment, costumes etc. Two administrators – people who enjoy taking minutes, making phone calls, sourcing materials, etc. THE PLANNER. Initially, the planner’s role might be to write the overall proposal for the theme; create a myriad of lists: critical path, budget, volunteer tasks, potential suppliers and a “wish list.” The planner will create the Show Flow, the document that ensures the event runs on schedule with the right equipment and performers. The planner will attend all committee meetings and provide an update of what has been done since the last meeting and whether goals and objectives are being met. The planner should be the main liaison between the committee and the suppliers. Any logistics, such as arranging pick up of silent auction items or gifts, should be managed by the planner, with a back-up team of volunteers on hand. In addition, a host of volunteers will be required to cover practicalities such as telephone sales, picking up gifts, prizes and auction items; assembling gift bags; setting up silent auction items and on-site assistance.
MEETINGS The quickest way to disengage an enthusiastic committee is to hold ineffective and disorganized meetings that do not have pre-set agendas. How many times have you attended a meeting where the first 10 minutes are spent THE
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deciding who will take the meeting minutes? The Chair must maintain control at all times, to keep the meetings on track, with little opportunity to deviate or chat. Make the first meeting an informal “Call for committee and volunteers.” Put out a press release in the local newspaper announcing the event and the meeting, use names taken from past event committees and their referrals and approach anyone on the association or charity mailing list to join the committee. Provide refreshments, inexpensive gifts (an attractive notebook and attached pen are ideal, as they become tools for the organization process). Distribute a synopsis document of the goals and objectives of the gala and outline the time commitment in the most concise detail possible. That way, there are no surprises and people can immediately determine whether they are able to sign up or not. Make sure all the attendees give their full contact information and areas they are interested in helping with, then follow up promptly with the announcement for the initial committee meeting. Invite more people than you really need on the committee to the first formal meeting, as some will drop out.
SPONSORSHIP When sourcing sponsors, the initial goal should be the same as sourcing the target audience. Choose like-minded sponsors who have empathy to the cause. Be clear in what is being asked for, and on the return on the sponsor's investment, as their first questions will likely be, “How much?” and “What’s in it for me?” Approaching suppliers to sponsor an event has to be done with tact and bear in mind that a budget should always be available to cover labour and out of pocket costs. While suppliers may be willing to provide equipment and inventory that they already own, on a complimentary basis, they may expect November ’08
Get tools, then build! to be compensated for their staff time, delivery truck rentals, flowers and food costs as applicable.
MARKETING AND BRANDING It is never too early to start letting the target audience know about the event. The sooner it is on the radar, the sooner commitments are made. Be the event that is at the top of everyone’s list! By keeping the date consistent each year, including a “Hold the Date” in all communications and adding a tag line to all signature files, a consistent message will imprint the event in the brains, Blackberries and iPhones of the target audience. Use free listings from the earliest date possible, often a year in advance for on-line calendars. It is surprising how many people will start to seek out your fundraising event repeatedly, once you have wowed them initially.
CASE STUDIES Of all the events that I have worked on over the years, two rise head and shoulders above the rest: The St. Andrew’s Ball, held in November in Montreal, and the Design Exchange Black and White Gala held in October in Toronto. Each have a tried and true formula, however there the similarity ends. The St. Andrew's Ball is built on Scottish heritage and tradition, military precision, a distinguished Guest of Honour (usually an Earl or higher, from Scotland) and outstanding entertainment featuring the largest Regimental Pipes and Drums band of a Royal Highland Regiment in Canada, the Black Watch. Debutantes are still presented, in their beautiful white gowns, and the only things that change from year to year are the centrepieces and the menu. The Queen Elizabeth Hotel has been home to the event for the past 15 years and always does an outstanding job in hosting the event. (Sadly, this year the on-going unionized workers strike at the Hotel has caused the Ball to be moved elsewhere). Most of the revenue comes from sponsorship, ticket and raffle sales.
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The Design Exchange on the other hand, has to raise the bar each year under their Black and White theme. Injections of sensory perceptions, accent colours and incredible entertainment have been hugely successful to date. Participants from the huge design community in Toronto expect to be entranced, excited and entertained at a level exceeding the past year and they are never disappointed. Gillian Hoff, Senior Director of the Design Exchange (a beautiful venue housed in the old Toronto Stock Exchange building and available to rent for just about every occasion imaginable), explains the success behind the event. “While the event committee and volunteers are our driving force behind the scenes, the sponsors, the Board and the Award Recipient (a top Canadian designer receives an achievement award at a pre-event dinner the night of the Gala) play a significant role in how the event is presented. We always try to push the envelope, while at the same time being cognizant of our role in the community as an educational facility, largely for the youth programs that we are fundraising for,” she said. “As a result, the Gala is always ‘outrageously tasteful’ – we go as far as we can within the realms of taste, quality and effect, without causing offence to anyone.” The DX gala has a host of sponsors, including all of their preferred caterers, rental companies and audio visual providers, as well as countless silent auction donors. The presenting sponsors, Audi and TD Canada Trust, have been on board for several years and the event continues to be a sellout each year. With the above information and Case Studies, planners should have the tools with which to build a successful and profitable event that survives any economic climate. Just remember to treat all the people and companies involved with the utmost respect and courtesy. Without their participation, fundraising events simply wouldn’t happen. ••• Jyl Ashton Cunningham, CMP is a corporate event planner and designer based in Oakville, Ontario. Jyl can be reached at info@jaacevents.com.
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Inspiring the best in others… (and you too)! BY SHARON WORSLEY
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earing stories of what people are doing in the world to help one another always inspires me, and reminds me how we can bring the best out of ourselves and each other. Earlier this year I read a story of an anonymous donor in Japan who for 33 years had faithfully sent an envelope containing small amounts of money each month to the local police station. The request of the donor was that the money should be used to assist the needy. These were only small amounts of money but I am sure for this donor it represented some sort of sacrifice. Recently the 400th consecutive envelope was received, bringing the total donations to just over $20,000.00 CAD. This person still remains anonymous after all these years, but the intent is as pure now as 33 years ago; to assist those less fortunate that the giver. Do you ever get moved when you hear of a selfless act such as this? Doesn’t it inspire you to see how you can impact the life of someone around you? Where can you can bring out the best in yourself by doing something for a family member, friend, boss, a coworker or someone at your church, maybe even a total stranger. Some of us question how we could ever make a difference in this world, and believe that we have nothing to offer, yet what we can offer might seem so insignificant to us, but can brighten or support someone else’s day beyond measure. How can you bring out the best in someone around you? If you are a manager, do you nurture your employees to be the best they can be, or do you micromanage them to where they have finally lost the initiative they once had when they first started with your company? If one of your subordinates brings you a seemingly new and innovative idea do you hear them out and see how their suggestion might work in your organization, or do you quash their idea without any due consideration. How are you wounding their self esteem and initiative by sending a message that this is not a collaborative work environment? Are you stifling someone’s creativity or negating their contribution to the team effort. By doing so you may be stopping them from being the best they can be. On the other hand to bring out the best in your staff what do you do to create a safe environment? Maybe it is a discussion with the staff in general where you share with them your vision for the company or your particular department. Or maybe you set up a brainstorming session where any and all ideas are recorded.
without editing, and then when everything has come out the time will come to rank and consider each idea for its own merit. Only then can you hope to elicit the best out of everyone. There is nothing worse than being an employee and feeling like you are not being heard by the boss or upper management. In the world today it is getting increasingly harder to find good people who will give their best to your company, yet given enough time with feeling like their contribution is not valued, they will slowly stop making the effort to share their ideas. Perhaps to bring out the best in an employee involves mentoring them in some way; to establish a relationship where you guide their development so that they can grow within the organization. This can take the form of a formal or informal relationship. If you are an employee, you might ask yourself how you can give the best of yourself to the company. Are you giving your ‘all’ to your work and your colleagues? Many of us become jaded after some time, and forget to be grateful to even have a job, let alone apply our efforts as great as we did when we first started in our position. We sometimes end up thinking that they (the company/the boss) owe us something, thereby creating an unbalanced view of our contribution as a whole. Do you need to take some courses in your spare time to bring you up to date with what is happening in the industry, are you shying away from networking opportunities where you might establish more business for your organization, or are you doing personal work when you are on the company’s time. This is only cheating yourself from being your best.
WE CAN BRING OU THE BEST IN OTHERS In our personal relationships we can assist in bringing out the best in our spouse, children, family and friends? Do they need a kind word, a loving gesture, or just plan understanding, so as to be the best person they can be? Does it mean taking some time out of our ‘important schedule’ to sit and listen to someone or to give our time in some way to support their goals and dreams? Where in your life right now can you give to others, either in a big way or quite small? Whose load can you lighten or improve with a selfless act, perhaps anonymously such as the example of the Japanese benefactor described previously? How can you help someone bring out the best in themselves? One person can make a difference in the life of another. Whose life will you make a difference in today, tomorrow, and the next day? Who will you inspire to greatness (and the answer could even be you). Remember it is never too late to start. •••
BRAINSTORMING CAN GO OFF THE RAILS Warning: I have seen many brainstorming sessions quickly go off the rails when people start to edit ideas as they are generated. You must allow all ideas to be recorded freely 20
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Sharon Worsley, CEO of Live With Intent, is a personal leadership coach and inspirational speaker. Sharon can be reached at sharon@livewithintent.com
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